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2 Issue Release Date Description Initial Release LIFE SUPPORT APPLICATIONS POLICY VODAVI Technology, Inc. products are not authorized for and should not be used within Life Support applications. Life Support systems are equipment intended to support or sustain life and whose failure to perform when properly used in accordance with instructions provided can be reasonably expected to result in significant personal injury or death. VODAVI Technology, Inc. warranty is limited to replacement of defective components and does not cover injury to persons or property or other consequential damages. Copyright 2001 VODAVI Technology, Inc. All Rights Reserved This material is copyrighted by VODAVI Technology, Inc. Any unauthorized reproductions, use or disclosure of this material, or any part thereof, is strictly prohibited and is a violation of the Copyright Laws of the United States (17 U.S.C. Section 101 et. seq.). VODAVI reserves the right to make changes in specifications at any time and without notice. The information furnished by VODAVI in this material is believed to be accurate and reliable, but is not warranted to be true in all cases. FCC INFORMATION:» FCC part 68 ID is: 4U9USA VM-T» Ringer Equivalence = 0.7B mlj/2001

5 1 System Administrator Guide This chapter includes an introduction and a description of the MiniVoice installation and system programming.

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7 Introduction 1-3 Introduction System Capabilities Basic Features The MiniVoice is a compact, high-performance, voice processing system. This feature-rich system will give even the smallest businesses the image of a much larger company. Productivity will increase because messages can be recorded, replied to, or forwarded to the appropriate person when necessary. Since nearly half of all telephone transactions require only one-way communications, the voice mail function streamlines business communication. When a message is recorded, the voice mail system converts human speech to digital data and stores it in flash-memory. When the message is retrieved, the voice mail system converts the digital data back to human speech. When a user is unavailable and has forwarded their calls: the voice mail system answers the telephone, takes messages, and stores the messages for retrieval at a later time, from any location. This single-company basic voice mail system provides the ability to: Send copies of messages. Send messages to multiple destinations. Delete, reply, save, or skip a message. Receive message information indicating the date, time, and sender information, if available. Change recorded name, personal greeting, and password. Playback controls when sending or reviewing messages. Record a temporary greeting.

8 1-4 Basic Features 4-Port System -- More than one person can use the voice mail system features. Each port allows one user to access to the voice mail system. A port is a path to the voice mail system. For example, up to four (4) users can be recording or reviewing messages at the same time with a 4-port voice mail system. Since not all users would be accessing the voice mail system at the same time, many users can be supported. Ease-of-Use -- The MiniVoice uses single digit commands, so there are no complex commands to memorize. The system constantly prompts users for the next action to be taken. Experienced users can interrupt prompts or even skip ahead several steps, if they know the digit for the desired action. Mailbox Functions -- By using a Touch-Tone telephone, you can receive or send messages from any location through your voice mailbox. If you are busy in your office or away on a business trip, customers, vendors, or other employees can leave you detailed messages in your voice mailbox. Protected by your password, these messages are completely confidential.

11 Installing the Voice Mail System 1-7 Installing the Voice Mail System Box Contents This section describes how to install the MiniVoice and lists the system specifications. Connections One MiniVoice One 6 Null Modem Cable One Power Adapter Six Quick Reference Cards One System Administrator / User Manual The MiniVoice consists of two parts - the black case with a printed circuit board and the plug-in power supply. 1. Mount the MiniVoice on a flat, dry wall surface. 2. Connect the transformer to a suitable V AC outlet. 3. Connect the line cords for the analog stations being connected to the MiniVoice from left to right in the corresponding RJ-14 jack on the bottom of the unit. (Each jack is wired for two analog ports.)

14 1-10 Voice Mail Integration Programming Voice Mail Integration Programming DHS and DHS-E Perform Steps 1-6 to configure the DHS with the MiniVoice system. 1. Enter System Programming as follows: a. Connect the single line adapter box to the system (make note of the extension numbers). b. Enter programming mode: [FEAT] + [#] + [ ] + [000000]. c. Press [SHOW]. 2. Enter Stations as VM ports as follows: a. Press [NEXT] to go to the station area. Press [SHOW]. b. Enter the first station number on the keypad to be included as a VM port, then press [SHOW]. c. Press [NEXT] until the VM PORT entry is on the display. d. Press [CHG] to mark VM PORT=Y. e. Press [HOLD] to save the entry. f. Repeat this procedure for all stations to be entered as VM ports. g. Press [HOLD] twice to save the entries and exit to System Programming. 3. Assign VM Type to a Station Hunt Group as follows: a. Press [NEXT] until SYSTEM APPLICATION appears. Press [SHOW]. b. Press [SHOW] at the STATION HUNT GROUP entry. c. Enter [1] on the keypad and press [SHOW]. d. Press [CHG] to mark the group as a VM type. Press [NEXT]. e. Press [SHOW] at the GROUP MEMBER entry. f. Press [CHG], then enter the station number to be assigned in the group and press [SAVE]. g. Repeat the procedure until all stations are entered in the group. h. Press [HOLD] twice to save the entries and return to the STATION HUNT GROUP screen.

16 1-12 Voice Mail Integration Programming Other Vodavi Systems Perform the following steps to configure Vodavi systems, other than the DHS, with the MiniVoice system. 1. On the single line telephone ports that are to be assigned to the VM group, disable the conference feature. Flash 50, XXX-XXX, Button #3, where XXX-XXX are the SLT extension range numbers to be assigned to the VM group. 2. Enter the VM group programming for VM group 1 (440). Flash 65, Button #1. This button should be lit for Steps Enter the single line telephone ports into a VM group ( ). Flash 65, Button #12. Enter [1] to add or [0] to delete (FP3 or newer). 4. Enter the desired Leave and Retrieve Tables for the VM group. Flash 65, Buttons #10 and #11. Program the Leave Table as Table 0 and the Retrieve Table as Table 1. Note that Steps 5 and 6 are accomplished in the Flash 66 programming field. These steps should be completed by default. 5. Leave Table Programming: a. Press Button #1 (Table 0). b. Enter a [0] + [TRANS] + [ ] on the keypad, where: 0 indicates a prefix digit. The [TRANS] button represents a pause based on the system pause timer. The is used to activate a mailbox and prepare it to accept a new message. c. Press the [HOLD] button to update.

17 Voice Mail Integration Programming Retrieve Table Programming: a. Press Button #2 (Table 1). b. Enter a [0] + [TRANS] + [#] on the keypad, where: 0 indicates a prefix digit. The [TRANS] button represents a pause based on the system pause timer. # represents an owner on the VM system. c. Press the [HOLD] button to update. d. Press Button #2 (Table 1). e. Enter [1]. f. Press the [HOLD] button to update (when you update, this field is blank). 7. Press Button #9 (disconnect table). a. Enter [ ], where is the disconnect code used by the MiniVoice. b. Press the [HOLD] button to update. 8. Assign VM flexible buttons (440) on the stations. At each station perform the following: a. Press the [SPEED] button twice. b. Press the desired flexible button to be programmed. c. Dial [440] on the keypad. d. Press the ON/OFF button. Note that you can adjust the volume level on each SLT port by using the volume up or down code. This provides additional control for both internal and external calls into the voice mail system. For example, while using a single line telephone and on a CO Line call, to increase volume: perform a hook flash, then dial [638] + [8] followed by another hook flash. A confirmation tone sounds.

18 1-14 MiniVoice Programming Devices MiniVoice Programming Devices MiniVoice programming is accomplished by using a touch-tone telephone and a personal computer. Table 1-3 shows the categories of programming that can be performed by each device. Table 1-3: Programming Device Comparison Administration Telephone Computer Class of Service Date and Time Debug Free Sectors (message storage time remaining) Invalid Digits Mailbox Administration Change Access Codes Add a Mailbox Delete a Mailbox Record a Mailbox Greeting Reset Message Wait Indication Notification Activate Edit Number New Number Numbering Plan Open and Close Schedule Operating Mode Day Night Automatic Password (System) PBX Integration (Telephone Type) PBX Integration parameters Record Prompts Review Prompts Select System Greeting / per Port Normal Night Temporary System Greeting Review Record Delete Version Number

19 MiniVoice Programming Devices 1-15 The following is the recommended sequence for programming the system to perform basic operations. Perform programming in the order shown in Table 1-4 starting at the top of the table and continuing to the bottom of the table. This table illustrates the flow of programming; detailed programming steps are contained in sections titled Programming System Functions Via Computer and Programming System Functions Via Telephone. Table 1-4: Basic Programming Using Computer Programming Programming Type Description PBX Integration Select your telephone system from a list of possibilities. Example - selection number 00 represents Vodavi telephone systems. Open & Close Schedule Number Plan Identify the hours of your business operation. Activate the numbers that will appear as menu selections. Mail Box Assignment Identify mailbox and extension numbers. Activate pager/beeper notification option. Class of Service Auto Attendant Config Verify COS settings. Verify Auto Attendant Configuration Using Telephone Programming Programming Type Description DTMF Record system greeting (1-9)

20 1-16 Programming System Functions Via Telephone Programming System Functions Via Telephone To access the System Administrator Mailbox: 1. Dial into voice mail. 2. When the system answers, dial [#] followed by the System Administrator Mailbox number: [#]+[0] = 2 digit mailbox system [#]+[00] = 3 digit mailbox system [#]+[000] = 4 digit mailbox system The system will announce: Mailbox 15-0, which is the System Administrator Mailbox number. This number does not conflict with Mailbox 15 in a two-digit mailbox system. 3. When requested, enter the default System Administrator password [9]+[#]+[56]. To change the System Administrator password refer to Mailbox Administration on page The System Administrator Mailbox menu plays to prompt you to select one of the options listed below. Press: [1] for system greetings [2] for Mailbox Administration [3] for Auto Attendant configuration [4] to set date and time [5] to set operating mode [6] to select PBX integration [7] to record a prompt [8] to listen to a prompt 4. Select the appropriate button to select the desired option. Descriptions of the options are provided on the next several pages.

21 Programming System Functions Via Telephone 1-17 Administrator Options System Greetings The programmed Day or Night greeting for each port, as programmed in the Number Plan screen, is the first announcement played to outside callers when they reach the system. Callers will either dial the system s access number directly or they might be forwarded when the dialed extension is busy or unanswered. You have the option to record up to nine programmable greetings to provide callers with certain information and instructions upon their entering the system. You can customize the system sign-on greetings to meet your organization s needs. When you record a customized greeting, remind subscribers to dial [#] to identify themselves to the system as subscribers. This is important for new subscribers who can get confused and end up leaving unintended messages for others rather than entering their own mailboxes. Outside callers who have never encountered a voice message system should be given clear instructions on what to do when they reach the system. Since mailbox numbers are generally the same as the extension numbers, a caller can leave a message by just dialing a [ ] before the extension number of their intended party. By customizing the system greeting, explicit directions can be given to the outside caller. To program system greetings: 1. Access the System Administrator Mailbox as described on page The System Administrator Mailbox Menu plays. 2. Press 1 to access system greetings. The system will prompt you for the greeting number (1-9). 3. Enter the desired greeting number. For example: 1 = Default Day greeting 2 = Default Night greeting 3 = Default Temporary greeting 4-9 = Open for customized greetings

22 1-18 Programming System Functions Via Telephone 4. You will be prompted with the following three choices: Press 1 to Review. The greeting selected in Step 3 is played, then you are returned to Step 4. Press 12 to Record. You will be prompted to record the greeting selected in Step 3. When you finish recording, press [#] to save the recording. Then you are returned to Step 4. Press 13 to Delete. The system will announce that the greeting selected in Step 3 is deleted, then you are returned to Step When you finish work on the greeting initially selected in Step 3, you have three choices: Press 1 to go back to Step 3 and select another greeting to manage. Press 1 1 to return to the Administrator Options Menu. Press to exit the system completely. Mailbox Administration Mailbox administrative functions are normally accessed using the programming terminal along with the appropriate programming screens on the system. However, for your convenience, a number of functions can be performed using your System Administrator mailbox. These include: Changing an unknown/forgotten mailbox access code to a new temporary access code. Adding new mailboxes. You may need to use the Mailbox Setup Screen to enter any additional information. Deleting an existing mailbox. Recording personal mailbox greetings. Resetting a Message Waiting Indicator (MWI). These five activities are described in detail below. When accessing any of these features, you are first asked to enter a mailbox number. This is the mailbox that will be acted upon.

23 Programming System Functions Via Telephone 1-19 Changing a Mailbox Access Code If a subscriber forgets their access code, you can reset it without deleting the mailbox and its messages. Once they are given the new temporary access code, the subscriber should immediately enter their mailbox and change the temporary access code to one of their own. This is the only method for changing the administrator mailbox access code. To change a Mailbox Access Code: 1. Access the System Administrator Mailbox as described on page The Administrator Options Menu plays. 2. Press 12 to access mailbox administration. 3. After the prompt, enter the mailbox number for which you want to change the access code. 4. After the next prompt press 1 to change an access code. 5. Enter the new access code, then press 1# to accept. The system will announce the new access code for confirmation, then you are returned to the Administrator Options menu in Step When you finish changing the access code(s), you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely. 7. Give the new temporary access code to the subscriber. Tell the subscriber to enter their mailbox immediately to change the access code to one of their own choice. Adding a Mailbox When you add a mailbox to the system, several default values are assigned: the extension number will be the same as the mailbox number, the password will be , the Class of Service will default to 1, and the Outcall function will be turned OFF. If you need to change these options from the default values, you will have to use the Programming Terminal.

24 1-20 Programming System Functions Via Telephone To add a mailbox: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 12 to access mailbox administration. 3. After the prompt, enter the mailbox number for which you want to add. 4. After the next prompt, press 12 to add a mailbox. The system confirms addition of mailbox and then returns you to the Administrator Options Menu in Step When you finish adding a mailbox, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely. Deleting a Mailbox Deleting a mailbox is a permanent action and the mailbox or its messages cannot be recovered after the delete action is confirmed by pressing 1#. To delete a mailbox: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 12 to access mailbox administration. 3. After the prompt, enter the mailbox number for which you want to delete. 4. After the next prompt, press 13 to delete the mailbox. 5. After the prompt, press 1# to confirm deletion or 1 to cancel. You are then returned to the Administrator Options Menu in Step When you finish mailbox deletion activities, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely.

25 Programming System Functions Via Telephone 1-21 Recording a Mailbox Greeting You can use the System Administrator s Mailbox to record the mailbox greeting for any system mailbox. To record a mailbox greeting: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 12 to access mailbox administration. 3. After the prompt, enter the mailbox number for which you want to record a greeting. 4. After the next prompt, press 14 to record a mailbox greeting. 5. After the beep, record the mailbox greeting, then press 1# when finished. 6. After the prompt, press 1# to confirm the recording is satisfactory. You are then returned to the Administrator Options Menu in Step When you finish recording mailbox greeting activities, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely. Resetting a Message Waiting Indicator The System Administrator can reset the message waiting indicator (MWI) for a mailbox. When this option is selected, the system checks the current status of any messages stored in the mailbox. The system then dials the appropriate MWI turn on code if there are new messages in the mailbox and the appropriate turn off code if there are no new messages in the mailbox. This operation will re-synchronize the physical MWI with the mailbox message status. To reset an MWI: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 12 to access mailbox administration.

26 1-22 Programming System Functions Via Telephone 3. After the prompt, enter the mailbox number for which you need to reset the MWI. 4. After the next prompt, press 15 to reset MWI. The system confirms that the request has been processed and you are returned to the Administrator Options Menu in Step When you finish resetting MWI activities, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely. Auto Attendant Configuration Using this option allows you to easily change the greeting a caller will hear on a given port between the programmed Day/Night greeting and the programmed Temporary greeting. This is useful when a Temporary greeting for something like a weather-related closing needs to be activated from a remote location. To change the Auto Attendant Configuration: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 13 for Auto Attendant Configuration. 3. After the prompt, press 1 to select normal greeting or press 12 to select temporary greeting. 4. After the prompt, press the appropriate port number to change You are returned to the Administrator Options Menu in Step you are returned to the Administrator Options Menu in Step When you finish Auto Attendant Configuration activities, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely.

27 Programming System Functions Via Telephone 1-23 Setting Date and Time You may use the System Administrator Mailbox to set the system date and time. The time and date stamp is used for all envelope information and to check delivery notifications. It is important to set the system date and time accurately. The time and date must be reset whenever there is a local time change such as Daylight Savings Time. To set the system date and time: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 14 to Set Date and Time. 3. After the prompt, press: 1 to review data - the current date and time settings in the Voice Mail are announced, then you are returned to the Administrator Options Menu. -orto change data - after the first prompt, enter the time in four-digit 12 military time format e.g., 0930 for 9:30 a.m. or 1830 for 6:30 p.m. After the second prompt, enter the date as a six-digit number in MMDDYY format. You are then returned to the prompt that asks if you want to review data, change data, or exit. -orto exit - you are returned to the Administrator Options Menu When you finish setting Date and Time activities, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely.

28 1-24 Programming System Functions Via Telephone Setting Operating Mode Under normal conditions, the pre-programmed Auto Attendant screen controls the greeting that plays when MiniVoice answers a caller. This screen tells MiniVoice which greeting to play based upon the time of day, Day or Night, which is programmed in the Open & Close screen. There may be a time when it is desirable to change the system from Day (Mode 1) to Night (Mode 2) at an other-than-normal time. The System Administrator can accomplish this by dialing into the system, rather than having to access the programming terminal. The following are the System Operating Mode Numbers and their meanings. When the mode is changed manually to either Mode 1 or Mode 2, MiniVoice stays in that mode until the System Administrator changes the mode back to Automatic mode through the Administration Options menu. The mode cannot be changed from the programming terminal. Mode 1 - Fixed Day Mode: the system is in Day Mode all of the time. Mode 2 - Fixed Night Mode: the system is in Night Mode all of the time. Mode 3 - Automatic Mode: the system follows the Open & Close times as programmed.

29 Programming System Functions Via Telephone To change the Operating Mode: 1. Access the System Administrator Mailbox as described on page The Administrator Options menu plays. 2. Press 15 to Set Operating Mode. 3. After the prompt, press: 1 to review data - the system will announce the current Mode and then you are returned to the prompt that asks if you want to review data, change data, or exit. -orto change data - after the prompt, press: 1 for Day Mode - choice is confirmed, then you return to prompt asking if you want to review, change, or exit. -orfor Night Mode - choice is confirmed, then you return to 12 prompt asking if you want to review, change, or exit. -orfor Automatic Mode - choice is confirmed, then you return to 13 prompt asking if you want to review, change, or exit. -orto exit - you are returned to the Administrator Options Menu When you finish Setting the Operating Mode, you have three choices: Press 1 through 18 to select another System Administrator task to perform. Press 1 to return to the system Main CCR Menu. Press 1 1 to exit the system completely.

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